How to get a copy of a death certificate

Who keeps death certificates

In the United States, each state runs its own vital records office. That office keeps birth, death and marriage records for events that happened in the state. Many county health departments, clerks or recorders can also issue copies for deaths in their county.

The key detail is where the person died, not where they lived. If someone lived in Ohio but died while visiting family in Florida, the certificate is held in Florida. If you are not sure where the death happened, the obituary, the funeral home or the family can usually tell you.

The federal government does not issue death certificates. The CDC keeps a helpful page called Where to Write for Vital Records, which lists the official office for each state along with its website and ordering options.

Certified or informational copy

Most states offer two kinds of copies. It is worth knowing which one you need before you apply, because the rules and uses are different.

• A certified copy has a raised seal or special paper and is accepted as legal proof of death. Banks, insurers, pension plans, courts and government agencies usually ask for this kind.
• An informational copy shows the same basic facts but is marked as not valid for legal purposes. It is often used for family history or personal records.

Some states also offer a version of the certificate without the cause of death. This can be useful when you need to share proof of death with a company but want to keep medical details private.

Who can order a copy

Each state sets its own rules for certified copies. In general, the people who can order one are those with a close relationship to the person or a clear legal need for the record.

• A spouse or domestic partner, parent, child, brother or sister, or grandparent.
• The executor or administrator of the estate.
• An attorney or agent acting for the family or the estate.
• Someone who can show a legal or property right that depends on the record, such as a beneficiary.

Informational copies are often open to a wider group of people. After many years, some states also move older death records into the state archives, where anyone can request them for research.

How to apply

Most offices give you a few ways to order. The choice usually comes down to speed and convenience.

• Online, through the state website or an ordering service the state works with.
• By mail, using a printed application form sent with payment and a copy of your ID.
• In person at the state or county office, where some places can print a copy the same day.

You will usually need to give the person’s full name, date and place of death, date of birth, and your relationship to them. You will also need a valid photo ID, and you may be asked for papers that show your relationship or legal role, such as a birth certificate or a letter from the court naming you as executor.

Each office charges a fee for the first copy and often a smaller fee for extra copies ordered at the same time. Check the official office’s website for current prices.

Ordering through the funeral home

When a death has just happened, the easiest route is often the funeral home. As part of their work, they file the death certificate with the local registrar and can order certified copies for the family at the same time. The cost is usually added to the funeral bill.

Think ahead about how many you need. Banks, life insurance companies, retirement plans, the motor vehicle office and the probate court may each want a certified copy, and some will not return it. Ordering several at once is often simpler than going back later. The guide how to close accounts after a death can help you count how many places will ask.

Timing and common problems

A certificate can only be copied once it has been completed and registered. If the cause of death is still under review by a medical examiner or coroner, the certificate may be marked pending, and final copies can take longer. The usual steps are explained in how long does it take to get a death certificate.

If you spot a mistake, such as a misspelled name or a wrong date, contact the vital records office that issued it. Most states have an amendment process. You will usually need to fill in a form and send proof of the correct information.

If your request is turned down, read the reason carefully. It is often a missing document or a question about your relationship, and it can usually be fixed by sending more proof.

If you are not close family

Researchers, friends and professionals may not qualify for a certified copy. An informational copy, an obituary or a state death index may give you what you need instead. See how to find death records online for those options.

Professionals who need to know when a client or account holder has died, so they can then request records, often use an obituary monitoring service like The Passings to get an email alert when a matching notice is published.